Invoice Template on Word

If you’re running a small business, you’ll need an easy and efficient way to create and issue invoices. The basic function of an invoice is to request a payment – but it also serves as a legal record for tax reporting. 

Microsoft Word makes it easy to generate invoices, and it also provides access to a free library of invoice templates. Here, we’ll explain how to create an invoice in Word to keep your accounts streamlined and in order.

Within this article, we’ll cover the following:

• What is an Invoice Template in Microsoft Word?
• Advantages of Using Word for Invoicing
• Disadvantages of Using Word for Invoicing
• How to Create an Invoice in Microsoft Word
• How to Save Your Word Invoice as a PDF
• How to Save Your Word Invoice as a Template
• Best Practices with Word Invoices
• Examples of Invoice Templates on Word 
• Is it Better to Make Invoices in Word or Excel?
• What’s the Best Alternative to Using Word for Invoice Templates? 

What is an Invoice Template in Microsoft Word? 

Microsoft Word invoice templates are pre-designed documents that help businesses create professional invoices quickly. These templates provide a structured format, ensuring consistency and accuracy in billing. They include essential elements such as: 

• Business name
• Contact details
• Invoice number
• Itemised charges
• Payment terms
• Due dates 

Small businesses and freelancers often use Word invoice templates as a simple, cost-effective solution for generating invoices. By using invoice templates in Word, businesses can save time and present a polished image to clients. 

Advantages of Using Word for Invoicing 

These are some of the key advantages of using an invoice template on Word: 

• You can choose from a selection of standard invoice templates – all of which can be customised with your own business details and branding. 
• It’s easy to save your favourite invoice template, ready to be populated with new information the next time you need to create an invoice. 
• Having a pre-prepared template that includes all the key particulars for your business ensures your invoices contain all the required information. 
• Invoice templates on Word can be sent as email attachments, or printed and mailed. This gives you the flexibility to send invoices however you prefer.
• Templates for invoices in Word have a clean and professional appearance. 

Disadvantages of Using Word for Invoicing 

There are, however, some disadvantages of using invoice templates on Word: 

• When you create invoices using Word, you must send them manually. This is a significant disadvantage compared with QuickBooks Online, which automates the invoicing process.
• With Word invoices, your clients must use manual payment methods such as sending a cheque or entering their credit card details. Conversely, QuickBooks invoices include a ‘pay now’ button to make payments seamless. 
• You can’t use formulas in a Word invoice template, which means that you have to do each calculation on your own. This significantly increases the chances of making mistakes. 

How to Create an Invoice in Microsoft Word 

To create an invoice in Word, simply follow these steps:

1. Open Microsoft Word.
2. Click on ‘File’ and select ‘New’.
3. Type ‘Invoice’ into the search field, and Word will bring up all available invoice templates.
4. Decide which template you want to use, and double-click to open.
5. Personalise the invoice by adding your business details (to add text, just click on the spot where you want to add text and start typing). You can delete any fields you don’t need. If the template includes a logo placeholder, you can insert your own company logo by right-clicking and choosing ‘Insert’ or ‘Change Graphic’. 
6. Next, type in the particular details for your invoice, such as product and price information. 
7. Review the invoice to make sure all details are correct, then save by clicking ‘File’ and ‘Save’.

How to Save Your Word Invoice as a PDF 

Once you have prepared the invoice, you can save it to your computer and email it to your client as an attachment. If you choose this route, remember that not everyone has Word installed on their computer. For this reason, you may want to save the invoice as a PDF.

To do this, follow these steps: 

1. Open your document: Launch Microsoft Word and open the invoice or any document you want to save as a PDF.
2. Go to the File menu: Click on ‘File’ in the top menu bar.
3. Select ‘Save As’: Choose ‘Save As’ from the options.
4. Choose a location: Select the folder where you want to save the PDF file.
5. Select PDF format: In the ‘Save as Type’ dropdown menu, select PDF (*.pdf).
6. Save the file: Click ‘Save’, and your Word document will be converted into a PDF file. 

This method ensures that your invoice maintains its formatting and is easily shareable with clients. 

How to Save Your Word Invoice as a Template 

Creating a reusable invoice template in Microsoft Word can save you time and ensure consistency. Follow these steps to set up and save your invoice as a template: 

1. Open your invoice: Open Microsoft Word and create your invoice, or open an existing invoice file.
2. Format the invoice: Ensure that all necessary fields are included (business name, contact details, itemised charges, total amount, due date, etc.).
3. Save as a template: Click on ‘File’ in the top menu. Select ‘Save As’ and choose the folder where you want to store the template. In the Save as Type dropdown menu, select Word Template (*.dotx).
4. Name and save the template: Give the file a descriptive name, such as ‘Invoice Template’. Click ‘Save’ to store the template.
5. Use the template for future invoices: To create a new invoice, open Microsoft Word. Click ‘File’ then ‘New, and then select ‘Personal’ or ‘Custom’ to find your saved template. Fill in the necessary details for each new invoice and save it as a separate document before sending it to clients. 

Best Practices with Word Invoices 

When you create invoices in Word, follow these best practices to ensure they look professional and are easy to understand: 

• Ensure clarity and readability: Use a clean, professional layout with easy-to-read fonts and appropriate spacing.
• Use consistent formatting: Maintain uniform fonts, colours, and styles to create a polished and professional look.
• Include all necessary information: Ensure every invoice contains:
• Business name and contact details
• Client’s name and contact details
• Invoice number and date
• Description of goods/services provided
• Itemised pricing, taxes, and total amount due
• Payment terms and due date
• Use tables for organisation: Structure the invoice with tables to keep information aligned and easy to read.
• Add your branding: Include your company logo and brand colours for a professional touch.
• Proofread before sending: Check for typos, miscalculations, and missing details to avoid errors.
• Save as a PDF before sending: Convert the invoice to a PDF to maintain formatting and prevent edits.
• Maintain a numbering system: Use a unique invoice number for tracking and record-keeping.
• Clearly state payment terms: Specify the payment methods accepted and any late fees for overdue payments.
• Keep a copy for your records: Store all invoices in an organised folder for easy access and financial tracking. 

Examples of Word Invoice Templates 

QuickBooks offers several free tools and templates that can help to speed up and simplify your bookkeeping workflow.

Browse our range of free Word invoice templates – perfect for freelancers and small business owners. Just find the invoice template that suits your needs, download, and personalise. All templates are available for download in either Microsoft Word, PDF, or Excel format. 

Is it Better to Make Invoices in Word or Excel?

Both Microsoft Word and Excel have their strengths when it comes to invoicing. Here’s a quick comparison:

• Excel is ideal for automation: With built-in formulas, Excel can automatically calculate totals, taxes, and discounts – reducing manual errors. It also allows for easy sorting, filtering, and tracking of multiple invoices. However, its design flexibility is limited, making it harder to create polished, branded invoices.
• Word offers better design control: It allows for professional formatting, custom branding, and a more visually appealing layout, making it ideal for client-facing documents. However, it lacks automatic calculations, requiring manual input for totals.

If you need automation and data management, Excel is a superior choice. However, if you prioritise design and branding, you’ll be better off creating an invoice in Word. Many businesses use both – Word for invoice templates and Excel for financial tracking. 

What’s the Best Alternative to Using Word for Invoice Templates? 

Word invoice templates are a simple way to start invoicing, but as your business grows, you will need a more efficient solution like QuickBooks Online. 

With QuickBooks, you can send invoices directly to clients, who can pay instantly and securely. Payments sync automatically with your accounting records, and funds are transferred to your business bank account – no more bank trips! 

You’ll also get real-time invoice tracking, alerts when clients view or pay, and automatic payment reminders to reduce missed payments. 

Stay focused on growing your business – QuickBooks helps you get paid faster. Try it free for 30 days or buy now and save.